Objective

This article will provide an overview of AutoEntry's All Activity tab, along with the features accessible in its Uploaded Files and Processed Items sections.

Applies To

  • AutoEntry users looking for a full list of all files that have been uploaded to their companies.

Procedure

The All Activity tab can be found to the top right of the screen on the AutoEntry website at all times to the left of your username.

Under the All Activity tab, you have full visibility of all files (Purchases, Supplier Statements, Sales, Bank Statements and Expenses) that have been uploaded and processed by AutoEntry across all the companies set up on your account. It also shows the movements and activity of these documents after processing (edited, moved, published, downloaded, rejected etc.) and the user who undertook these actions.

If you have uploaded a file and want to check on its progress, or if you're not sure if an upload was successful (due to internet signal dropping etc.) there are several ways to search for it. Uploaded files generally appear in the activity within about a minute after the upload completes (this may take a little longer for emailed files depending on format of email).

Uploaded Files

To see all files uploaded to a particular folder for a particular company click on All Activity, then:

  1. Select the Uploaded Files tab to the left of the page.

  2. From the search menu across the top, using the drop-down menus: select the folder (Purchases/Supplier Statements/Sales/Bank Statements/Expenses), then the company and if needs be a date range.

  3. You can also filter by User activity and current status of the document if you know it (all statuses are shown by default).

  4. All files are shown in date order by default. Clicking on any of the headings will sort the listing by that heading if desired.

You can also use the standard search box to the far right to search for a specific file name. For example, if you know the original name for the uploaded file but can't find a specific invoice from that file, you can use the original file name to confirm the file was uploaded.

Across the page you'll see the details for each upload.

Once a file has processed it will remain in the Uploaded activity. It is part of the audit trail of the document through AutoEntry and therefore cannot or need not be deleted.

Once processed you can also view the activity of a document under the Processed Items tab.

If a file is recognised as a duplicate file it can be manually sent for processing here.

Processed Items

To see all items processed to a particular folder for a particular company, click on All Activity then:

  1. Select the Processed Items tab to the left of the page.

  2. Processed items or files are initially sorted by most recent activity on the files. The invoices/items can be sorted by the column headings if required by clicking on the column heading.

  3. You can also search by filtering using the drop down menus to the right.

The Processed Items page shows:

  • View Icon - the View button/blue eye icon to the left can be clicked to view the invoice and extracted data

  • Doc ID - a unique identifier number applied to each invoice uploaded to AutoEntry

  • User - The user who last updated the item/file

  • Last Action - Approve/Edit/Archive/Release/Move

  • Date - Time and date of last action

  • Status - Where the invoice/item is now

  • Details - Brief details of the invoice or a reason if the invoice was rejected

  • Source File - Link to download the file image

In the example below we can see 3 invoices and their respective status and details:

Both Activity pages are treated as a record or audit trail of each item in AutoEntry. They are not a separate entry as such so cannot be deleted or removed from the activity pages.

Additional Information

  • AutoEntry also has an Activity tab within each folder. For an overview of this, please click here.

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